Domestic Mail (continued)

PUBLICATION 97 AND PUBLICATION 97-A REVISIONS

Express Mail Manifesting

Publication 97, Express Mail Manifesting Technical Guide, and Publication 97-A, Express Mail Manifesting Implementation and Administration Guide, have been revised to reflect current information and procedures for the Express Mail® manifesting (EMM) program.

Highlights of the revisions are as follows:

• References to "Expedited Packages Services, USPS Headquarters" have been changed throughout the publications to "Product Information Requirements, Product Development, USPS Headquarters."

• References to "Rates and Classification Service Centers" have been changed to "Business Mailer Support (BMS), USPS Headquarters."

• New sections (3-5.4 in Publication 97, and 3-7 in Publication 97-A) have been added to provide information on the documentation that must accompany indemnity claims for items paid by an EMM.

• An option has been added that allows customers to use the Centralized Account Processing System (CAPS) to fund an Express Mail Corporate Account (EMCA).

• A new requirement has been added that the Postal Service acceptance employee must sign and round- stamp PS Form 3152-E, Express Mail® Manifesting Certification.

• PS Form 3152-E has been modified to allow the National Customer Support Center (NCSC) to assign an alpha prefix that an EMM customer must use. All sections referring to PS Form 3152-E have been updated to reflect the change to the form. The current edition of PS Form 3152-E is April 2002.

• References to PS Form 1357, Request for Computer Access, have been changed to PS Form 1357-S, (Customer) Request for Computer Access, which is the form that customers use to request computer access.

• An option has been added to allow customers to produce EMM labels using the standard shipping label format described in "DMM Revision: New Guidelines for Shipping Labels" in Postal Bulletin 22047 (4-5-01).

• The EMM application has been revised and updated.

• Several changes have been made to Appendix A, "EMM Electronic File Layout," and Appendix B, "Communication Standards."

• The sample EMM manifest in Appendix K has been updated to include the current Express Mail service rates along with a note that rates are subject to change.

• The NCSC no longer mails test kits but now sends them electronically to customers submitting an application for authorization to present Express Mail service items using an EMM system.

Publication 97 contains information for customers interested in or already participating in the EMM program. Publication 97-A contains information for Postal Service employees who administer the EMM program. Both publications are available only in an electronic format.

We will incorporate these revisions into the online versions that can be accessed on the Postal Service PolicyNet page on the corporate intranet at http://blue.usps.gov; click on PUBs. Publication 97 is also available on the Postal Service Web site at http://www.usps.com; click on Info, then Postal Periodicals and Publications.

Publication 97, Express Mail Manifesting Technical Guide

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Contents

* * * * *

3 Additional Requirements for Presentation and Acceptance of EMM Mailings

* * * * *

3-5 Mailing Documentation

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[Add new 3-5.4 to Contents to read as follows:]

3-5.4 Indemnity Claims

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1 Express Mail Manifesting - The Basics

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1-3 What May Be Manifested

[Revise 1-3 to read as follows:]

EMM may be used to pay postage on domestic Express Mail service items and Global Express Mail service items as well as any applicable special services fees. EMM is for Express Mail service only - postage for other classes of mail cannot be paid through EMM. Custom-designed service and mailings to APO/FPO addresses are currently unavailable.

* * * * *

2 Understanding Electronic File Requirements

2-1 Electronic File

2-1.1 Overview

[Revise 2-1.1 to read entirely as follows:]

EMM involves the transmission to the USPS host computer of an electronic file containing information about each package in your mailing. The EMM file format is the same format that is used for Delivery Confirmation service and Signature Confirmation service electronic files. The layout of the EMM electronic file appears in Appendix A. Information to determine what fields in the electronic file are required for EMM is given at the beginning of Appendix A. Transmission protocols are covered in Appendix B.

Mailers using electronic data interchange (EDI) should refer to Appendix B.

* * * * *

2-1.4 Detail Record 1

[Revise 2-1.4 to read as follows:]

Each Detail Record 1 contains information specific to one piece in the mailing. This includes a Package Identification Code (PIC) that must remain unique for a 12-month period. The PIC is represented on each package in the form of a barcode (see 2-4).

The PIC consists of an alpha prefix, a unique label number, a check digit, and the Express Mail Product Code "US." The alpha prefix will be provided on the PS Form 3152-E that is sent from the National Customer Support Center (NCSC). The unique label number is created from the sequential range of numbers furnished on the PS Form 3152-E. You will be furnished a PS Form 3152-E by the NCSC at the time of certification.

* * * * *

2-4 Barcode Requirements and Label Elements

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2-4.2 Label Elements

[Revise the last sentence of the third paragraph in 2-4.2 to read as follows:]

***If you will not use USPS-provided Express Mail service packaging (e.g., identified Express Mail service box, envelope, or stickers), the additional "Express Mail" identification shown in Appendix G (Label Options 1 and 3) or an Express Mail service indicator (Appendix G, Label Option 4) must appear on the label.

* * * * *

[Revise the first sentence of the first checkmarked paragraph in 2-4.2 to read as follows:]

To facilitate product recognition and proper handling, it is recommended that Express Mail service packaging be used and the label contain an Express Mail service indicator or the additional "Express Mail" identification shown in Appendix G.***

* * * * *

3 Additional Requirements for Presentation and Acceptance of EMM Mailings

* * * * *

3-5 Mailing Documentation

3-5.1 Verification Manifest

[Revise the last two sentences of 3-5.1 to read as follows:]

***In Publication 401, Guide to the Manifest Mailing System, the exhibits contain examples of a combined manifest/PS Form 3877. Publication 401 is available on the corporate internet at http://blue.usps.gov and also on the Postal Service Web site at http://www.usps.com.

* * * * *

[Add new 3-5.4 to read as follows:]

3-5.4 Indemnity Claims

To file an indemnity claim for an item when postage was paid using EMM, you must submit all of the following documentation:

a. PS Form 1000, Domestic Claim or Registered Mail Inquiry.

b. Evidence of value for the item in question (see Domestic Mail Manual S010.2.5).

c. A copy of the manifest page showing the Package Identification Code (PIC) for the item in question.

d. The manifest summary page for the date the piece was mailed.

e. A copy of the PS Form 3152-E round-stamped on the date of mailing by a Postal Service acceptance employee. Note: You may request a copy of PS Form 3152-E from the Postal Service if you did not obtain a copy at the time of mailing.

f. A copy of your EMCA monthly statement that lists the Express Mail label number and postage for the mailpiece in question.

g. If you purchased additional insurance or COD service, a signed and round-stamped copy of PS Form 3877, Firm Mailing Book for Accountable Mail.

* * * * *

5 Application/Authorization Process

5-1 How to Apply

* * * * *

[Revise 5-1(2) by replacing "PS Form 1357" with "PS Form 1357-S"; no other changes to text.]

* * * * *

[Add the following text to the end of 5-1(3):]

***An EMCA can be funded by making deposits to the appropriate EMCA Post Office or through a Centralized Account Processing System (CAPS) account. CAPS provides customers the capability to electronically fund multiple permits located in one or more Postal units through one centralized account. General information on CAPS and CAPS application forms are available on the Postal Service web site at http://caps.usps.gov.

* * * * *

Appendix A - EMM Electronic File Layout

* * * * *

Detail Record 1

* * * * *

[For Record Positions 005-026, revise the information in the "Content Rules and Limitations" column to read as follows:]

The alpha prefix shown on PS Form 3152-E must be used.

The 8-digit sequential number must be from the range of label numbers provided on PS Form 3152-E. The number must remain unique for 12 months.

Refer to Appendix F for barcode specifications.

For Express Mail service, use 13-digit label numbers; left justify with trailing spaces.

* * * * *

Class of Mail Codes Table (Positions 003-004)

[Revise the Class of Mail Codes Table to read entirely as follows:]

Rate Indicators Table (Positions 057-058 and 170-171)

[Revise the Rate Indicators Table to read entirely as follows:]

Special Service Codes Table (Positions 080-081, 087-088, 094-095, 101-102, 108-109, and 115-116)

[Revise the Special Service Codes Table to read entirely as follows:]

[Remove the table entitled "Surcharge Type Codes Table (for future use) (Positions 161-162)."]

Appendix B - Communications Standards

* * * * *

File Transfer Protocol (FTP)

* * * * *

Dial-Up FTP

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Connecting to USPS Servers

Do the following to connect to USPS servers:

* * * * *

[Revise j to read as follows:]

j. Send a quoted (or site) command that properly formats the file prior to file transfer. The script used for this is: QUOTE SITE ATTR (TNT352). If the quote command is accepted correctly, a response back of "200 OKAY, READY" is provided. If the quote command is not accepted, you may need to use the full quote command of: QUOTE SITE SPACE(100,10) CY RECFM(FB) LRECL(352) BLKSIZE(27808).

* * * * *

Appendix F - Barcode Specifications

* * * * *

Barcode Elements

* * * * *

[Revise the Barcode Elements chart to read as follows:]

* Use 8-digit sequential Express Mail numbers supplied by the Postal Service on PS Form 3152-E.

USS Code 128 Barcode Elements

The following USS Code 128 barcode data elements and barcode structure are recommended:

* * * * *

[Revise 3 and 4 to read as follows:]

3. Express Mail Service ID: The 2-digit Service Type Codes for Express Mail electronic manifesting. The 2-digit alpha prefix provided by the USPS on PS Form 3152-E must be used.

4. Data: Express Mail package sequence identification number. Customers are assigned blocks of 8-digit sequential package identifiers (label numbers) on PS Form 3152-E. The customer must assign individual sequential package ID numbers from this block to each Express Mail service piece. The package IDs must remain unique for at least 12 months.

* * * * *

USS Code 39 Barcode Elements

The following USS Code 39 barcode data structure pattern is required (wide/narrow bar ratio .2.5):

* * * * *

[Revise 3 and 4 to read as follows:]

3. Express Mail Service ID: The 2-digit Service Type Codes for Express Mail electronic manifesting. The 2-digit alpha prefix provided by the USPS on PS Form 3152-E must be used.

4. Data: Express Mail package sequence identification number. Customers are assigned blocks of 8-digit sequential package identifiers (label numbers) on PS Form 3152-E. The customer must assign individual sequential package ID numbers from this block to each Express Mail service piece. The package IDs must remain unique for at least 12 months.

* * * * *

Appendix G - One-Ply Express Mail Labels (Domestic Mail)

[Revise the text on the first page of Appendix G to read as follows:]

Samples of the four options for One-Ply Express Mail labels appear on the following pages, with explanations of their various components. The four label options are as follows:

• Label Option 1: Standard Domestic One-Ply Label.

• Label Option 2: USPS Preprinted Label 11-SP with Sample Shipping Label (Vertical Orientation).

• Label Option 3: USPS Preprinted Label 11-SP with Sample Shipping Label (Horizontal Orientation).

• Label Option 4: Label With Service Indicator.

Note: Label Options 2 and 3 may also be used for International Mail.

* * * * *

Appendix I: Sample Customer Notification Letter

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[Revise the NCSC manager's name in the signature block on the sample letter from "Michael L. Murphy" to "Janice E. Caldwell."]

* * * * *

Appendix J: PS Form 3152-E

* * * * *

[Revise the text by replacing the May 2000 edition of PS Form 3152-E with the April 2002 edition, as shown on page 14.]

* * * * *

Appendix K: Express Mail Verification Manifest (Sample)

[Revise the rates and services on the sample verification manifest to read as follows, including the introductory Note.]

Note: The rates used in this sample Express Mail verification manifest are current as of the publication date for this document. However, rates are subject to change. If necessary, contact the Postal Service for current rates.

Domestic and International Mail (With Cumulative Postage Column)

Mailer's Name and Address

Itemized Manifest Summary

Express Mail

PA = Post Office to Addressee (Domestic)

E4 = Express Mail Flat Rate Post Office to Addressee (Domestic)

IE = Global Express Mail

Note: Other Express Mail options are currently not available for EMM.

* * * * *

Appendix L: Express Mail Manifest System Application

* * * * *

[Replace the existing application with PS Form 5550, as shown on pages 19-20.]

* * * * *

Publication 97-A, Express Mail Manifesting Implementation and Administration Guide

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Contents

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[Revise the text of the Contents by changing the title of Chapter 4 to "PS Form 1357" and the heading for 4-2 to "Completing PS Form 1357-S."]

1 Introduction

1-2 Candidates for EMM

[Revise the text in the first paragraph by changing "Expedited/Package Services" to "Product Information Requirements, Product Development, USPS Headquarters." No other changes to text. ]

1-3 Understanding the Technical, Operational, and Mailing Requirements for EMM Mailings

* * * * *

[In the "Resource Name" column of the chart, change "Expedited/Package Services" to "Product Information Requirements, Product Development." No other changes to text.]

* * * * *

2 General Responsibilities

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2-2 Sales Representative

Sales representatives have the following responsibilities:

* * * * *

[Revise c, d, and f by replacing "PS Form 1357" with "PS Form 1357-S"; in c, revise the name of the form to "(Customer) Request for Computer Access"; and revise the text of d and f to read as follows:]

d. Fax a customer's completed EMM application and PS Form 1357-S to Product Information Requirements, Product Development office at USPS Headquarters and to the NCSC. Fax page 1 of the EMM application to the Expedited Services Specialist.

* * * * *

f. Forward the original PS Form 1357-S to the Product Information Requirements, Product Development, USPS Headquarters. A logon ID and password cannot be issued without an original PS Form 1357-S.

* * * * *

2-4 Business Mail Entry (District)

Business Mail Entry (district) has the following responsibilities:

* * * * *

[Revise i to read as follows:]

i. After the temporary EMM service agreement has been issued, forward a copy of the file to the office of Business Mailer Support (BMS), USPS Headquarters for final approval.

2-5 NCSC Barcode Confirmation Office

The NCSC Delivery Confirmation office has the following responsibilities:

* * * * *

[Revise c to read as follows:]

c. Furnish customers with their 2-digit alpha prefix and the range of label numbers to be used for EMM mailings.

* * * * *

2.6 Expedited Service Specialist (ESS)

The Expedited Service Specialist (ESS) has the following responsibilities:

* * * * *

[Revise d to read as follows:]

d. Review the customer's Manifest Data Edit Error/Warning Listing (the title of this listing may be changed to the Confirmation/Error/Warning Report) for the first 10 EMM mailings and refer file errors/warnings to the Product Information Requirements, Product Development, USPS Headquarters for resolution.

* * * * *

[In 2-8, revise the title by changing "Expedited/Package Services" to "Product Information Requirements, Product Development, USPS Headquarters" to read as follows:]

2-8 Product Information Requirements, Product Development, USPS Headquarters

[In 2-8, revise the text by changing "Expedited/Package Services" to "Product Information Requirements, Product Development, USPS Headquarters." No other changes to text.]

* * * * *

[In 2-10, revise the title and first sentence to read as follows:]

2-10 Business Mailer Support, USPS Headquarters

The office of Business Mailer Support (BMS), USPS Headquarters has the following responsibilities:

* * * * *

3 Specific Responsibilities

* * * * *

3-2 Application Procedures

[Revise 2 and 6 by replacing "PS Form 1357" with "PS Form 1357-S"; revise 6 and 8 by changing references to the Expedited/Package Services office at USPS Headquarters to "Product Information Requirements, Product Development, USPS Headquarters." No other changes to text.]

* * * * *

3-3 Establishing Security/Telecommunications Access and Entering Financial Information

[Revise 1 by replacing "PS Form 1357" with "PS Form 1357-S"; revise 1 and 2 by changing "Expedited/Package Services, USPS Headquarters" to "Product Information Requirements, Product Development, USPS Headquarters." No other changes to text.]

* * * * *

3-4 Certification Process for Technical Requirements

* * * * *

[Revise 4 to read as follows:]

4. Notify the ESS to enter finance information into PTS D003 screen. [NCSC and Product Information Requirements, Product Development, USPS Headquarters.]

[Revise the second sentence of 5 to read as follows:]

5. *** Send a copy of the notification letter to the Post Office of mailing, the Business Mail Entry manager, the district manager of Marketing, and the Business Mailer Support manager to advise them of the certification. [NCSC]

* * * * *

3-5 Approval Process to Ensure Operational and Mailing Requirements are Met

Note: Business Mail Entry is responsible for all these activities:

* * * * *

[Revise 3 by changing "the district's RCSC" to "the office of Business Mailer Support, USPS Headquarters." No other changes to text.]

* * * * *

3-6 Verification and Acceptance of EMM Mailings

Note: Business Mail Entry or another postal EMM acceptance site is responsible for all these activities.

* * * * *

[Revise 2 by adding a final sentence to read as follows:]

2. *** Once the mailing is accepted, sign and round- date the PS Form 3152-E in the space provided. When requested, furnish the mailer with a copy of PS Form 3152-E in accordance with local policy.

* * * * *

3-7 Daily Administration of the Express Mail Corporate Account

* * * * *

[Revise 3-7 by adding 6 to read as follows:]

6. Ensure that the mailer provides all of the required documentation when filing an indemnity claim for an item when postage was paid by EMM. Since EMM mailings utilize a one-ply label, mailers do not have a mailing receipt as evidence of insurance, so to file an indemnity claim, a mailer must submit all of the following documentation:

a. PS Form 1000, Domestic Claim or Registered Mail Inquiry.

b. Evidence of value for the item in question (see Domestic Mail Manual S010.2.5).

c. A copy of the manifest page showing the Package Identification Code (PIC) for the item in question.

d. The manifest summary page for the date the piece was mailed.

e. PS Form 3152-E round-stamped on the date of mailing by a Postal Service acceptance employee.

f. A copy of the mailer's EMCA monthly statement that lists the Express Mail label number and postage for the mailpiece in question.

g. If the mailer purchased additional insurance or COD service, a signed and round-stamped copy of PS Form 3877, Firm Mailing Book for Accountable Mail.

* * * * *

3-8 Initial Monitoring Period

* * * * *

[Revise 3 and 4 by changing references to Expedited/Package Services to "Product Information Requirements, Product Development, USPS Headquarters." No other changes to text.]

* * * * *

3-9 Final Approval

[Revise the first sentence to read as follows:]

Note: The office of Business Mailer Support (BMS), USPS Headquarters is responsible for all of the following activities.

* * * * *

[Revise the text of 2 by changing "RCSC" to "BMS" in all three instances.]

* * * * *

[Revise the title of chapter 4 by changing "PS Form 1357" to "PS Form 1357-S," to read as follow:]

4 PS Form 1357-S

4-1 Overview

[Revise 4-1 by changing all references of "PS Form 1357" to "PS Form 1357-S." Revise the last sentence to read as follows:]

*** PS Form 1357-S is available on the Postal Service Internet Web site at http://www.usps.com (click on "Forms").

[Revise the heading of 4-2 by changing "PS Form 1357" to "PS Form 1357-S," to read as follow:]

4-2 Completing PS Form 1357-S

[Revise the text of 4-2 by changing all references of "PS Form 1357" to "PS Form 1357-S." In the "Note," also revise the text and mailing address by replacing "Expedited/Package Services" with "Product Information Requirements, Product Development."]

* * * * *

Appendix A - Resource Information

[In the "Resource Name" column of the chart, change "Expedited/Package Services" to "Product Information Requirements, Product Development." No other changes to text.]

* * * * *

Appendix C - Express Mail Manifest System Agreement

* * * * *

[Revise 16 by changing "RCSC manager" to "Business Mailer Support (BMS) manager"; revise 17 by changing "RCSC manager" to "BMS manager"; revise 17(e) by changing "the RCSC" to "Business Mailer Support"; and renumber 17(g) as 18 to read as follows:]

18. This agreement gives temporary authorization to mail using an Express Mail Manifest System. When final approval is given by the manager, Business Mailer Support, USPS Headquarters, it will remain in effect until_________(Month/Year)

[Revise the note after new 18 to read as follows:]

This Express Mail Manifest System Agreement consists of 18 articles and cannot be amended or changed without the approval of the manager, Business Mailer Support, USPS Headquarters.

* * * * *

[Revise the final paragraph of the "Express Mail Manifest Mailing System Service Agreement Temporary Authorization" to read as follows:]

Signature by the above parties constitutes authorization for the mailer to enter mailings under the EMMS on a temporary basis pending final approval of the manager, Business Mail Support, USPS Headquarters.

[Revise the "Express Mail Manifest Mailing System Service Agreement Temporary Authorization" by adding new text to read as follows:]

Final Approval Authorization

Manager, Business Mailer Support, USPS Headquarters

Signature by the Manager, Business Mailer Support, USPS Headquarters constitutes authorization for the mailer to enter mailings under the above service agreement.

- Business Mail Acceptance,
Marketing Technology and Channel Management, 5-2-02

RETAIL AND ACCEPTANCE EMPLOYEES

Accepting Articles With Certificates of Mailing

A certificate of mailing provides evidence that a mailer presented a specific mailpiece or group of mailpieces to the Postal Service for mailing. In the event that a mailer and a recipient have a dispute regarding whether or not an article was mailed, the certificate of mailing will serve as evidence for the mailing. That is why retail and acceptance employees must understand the importance of following the established acceptance processes. Retail and acceptance employees must properly complete the applicable certificate of mailing form by signing and date stamping it before giving it back to the mailer to retain.

The Postal Service offers three types of certificate of mailing options, each requiring its own Postal Service form, its own acceptance process, and its own fees. One option provides evidence of the total quantity of pieces in an identical weight mailing with postage affixed, and two options provide evidence of individual pieces mailed.

The first option is a bulk certificate of mailing, which is used for bulk quantities of identical weight First-Class Mail®, Standard Mail, and Package Services pieces with postage affixed. This option requires the mailer to use PS Form 3606, Certificate of Bulk Mailing, showing the total number of pieces mailed. The Postal Service employee who accepts the mail must verify the weight of the mailing, calculate the total quantity, and validate the number of pieces claimed. A bulk certificate of mailing currently costs $3.50 for the first 1,000 pieces in the mailing, plus $0.40 for each additional 1,000 pieces.

The second option is an individual certificate of mailing used for single First-Class Mail pieces. This option requires the mailer to use PS Form 3817, Certificate of Mailing. The Postal Service employee who accepts the mail is required to match all information on PS Form 3817 to the individual mailpiece. An individual certificate of mailing currently costs $0.75 per item.

The third option is a certificate of mailing for three or more pieces of mail presented at the same time. This option requires the mailer to list the individual pieces on PS Form 3877, Firm Mailing Book for Accountable Mail. A customer who lists the pieces on PS Form 3877 must either (a) present the pieces in the same order as shown on the list or (b) consecutively number each entry and lightly number each piece to show the corresponding sheet and line number. The Postal Service employee who accepts the mail must conduct a sampling to verify the listing's accuracy. Both the mailer and the accepting employee must initial any alterations made to the firm mailing book. The fee for this type of certificate of mailing is currently $0.25 for each piece listed on PS Form 3877.

For all three types of certificate of mailing, the customer may choose to submit an approved facsimile of the Postal Service form. The facsimile must include all elements of the Postal Service form that pertain to the customer's mail. Either the local postmaster or the manager of business mail entry may approve the facsimile. At a minimum, the facsimile of PS Form 3877 must include:

• Sequence number.

• Name and address of addressee.

• Certificate of mailing fee.

• Date of mailing.

• Place of mailing.

• Summary page showing cumulative totals.

For all three types of certificate of mailing, the Postal Service employee who accepts the mail must sign and date stamp the form presented with the mailing after following the established procedures to verify the accuracy of the information on the accompanying form. When a customer submits an approved PS Form 3877 facsimile with multiple pages, the Postal Service employee who accepts the mail must sign and date stamp the summary page.

- Business Mail Acceptance,Marketing Technology and Channel Management, 5-2-02